To consider the report of the Director of Strategy, Performance and Governance, (copy enclosed).
The Committee considered the report and associated appendices of the Director of Strategy, Performance and Governance to agree an approach to manage the identification of Overview and Scrutiny items and the development of a Workplan for the Committee.
The Chairman introduced the report and deferred to the Programmes, Performance and Governance Manager to present the detail. She took the committee through the report that provided a suggested approach, building on previous conversations and best practice around the mechanism for bringing forwards and managing Overview and Scrutiny items to their conclusion. It was intended that this process would be underpinned by officer support and through the established Overview and Scrutiny Working Group.
A step by step framework was outlined at Appendix A, which showed the robust review stages a scrutiny proposal would go through to determine if it was a valid item for the committee workplan. She concluded by drawing Members’ attention to Appendix B that contained an outline of the form that would start off the process and what it would capture for member review and adoption.
The Chairman moved the recommendations in the report and they were seconded by Councillor Bell.
The Committee thanked the Programmes, Performance and Governance Manager for the report that provided a structure and clarity to the scrutiny process. With reference to the workflow circular diagram Councillor Nunn asked if proposers would receive feedback at stage 2. on the diagram (Forms are reviewed in Working Group meeting against tick list/criteria for whether it is valid). The Manager reassured Members that feedback would be provided on all category submissions. Councillor Siddall suggested that a flowchart as opposed to a circular diagram might work better as ostensibly the proposal could revert at any stage. For completeness he asked if the Overview and Scrutiny Committee would have sight of those unsuccessful proposals. The Programmes Performance and Governance Manager advised that the Committee agenda would have a standing item in the form of a report from the Overview and Scrutiny Working Group, therefore would have sight of all category proposals.
Councillor Stamp asked about political balance on the membership of the Overview and Scrutiny Working Group. It was agreed that this should be built into the terms of reference for the group but that given the Committee had just agreed those under the previous item this issue would be dealt with at the next Overview and Scrutiny Committee meeting.
The Chairman then put the recommendations to the Committee and they were agreed by assent.
(i) That the Committee agreed the proposed process set out at Appendix A to manage the way Overview and Scrutiny work is undertaken, to ensure efficiency and the delivery of clear outcomes;
(ii) That the Committee agreed as part of the new process the form at AppendixB for use by all Members to submit a proposed scrutiny item;
(iii) That the Committee’s Working Group be convened ahead of scheduled meetings of the Committee to review submitted scrutiny requests and report to the Committee with a view to their inclusion in the Committee’s Workplan.